SENSATION! (250-1651) Phone Center Faxback Doc. # 2747 Phone Center Introduction Once "Enabled", the Phone Center will answer the phone and take a message, which any user may retrieve under "Message Center". If that is all the user wants Phone Center to do, then the Phone Center, once enabled, is ready to take a call. In addition to placing messages in separate mailboxes for individual users, the Sensation II's Phone Center also allows the caller to hear that individual's personal greeting. If desired, there is also an option for the caller to hear an announcement by pressing a certain button during the main greeting. (For example, the second announcement might contain infor- mation about a boat for sale.) At any time before the beep, the caller may press the "*" button to go back and hear the main greeting again. The "0" can also be used for this function, except in an area where the caller is asked to enter either a PIN or a number to select a function. The "*" will work in all areas. The Phone Center can also distinguish between a voice and a FAX call. Upon receiving either, it can forward the message to a pre-determined phone number. This information is divide into 5 main areas: I Setting up the users in the Profiler II Setting up the Phone Center phone menu A. Setting up the Phone Center mailboxes B. Setting up the Announcement option C. Editing the Menu Announcement D. Changing the order of the Phone Menu options E. Using Caller I.D. F. Using Phone Center to receive a FAX III Using the remote functions IV Resetting the Phone Center to the default settings V Troubleshooting Phone Center I Setting up the Users in the Profiler 1. Bring up the "WinMate" group and double-click on the "Profiler" icon. 2. The first time Profiler is run, the message "There are no users. Would you like to create a new user?" will appear. Click on "Create User". This will bring up the User Data Screen. 3. Enter data for the user (First Name, Middle Name, Last Name, Nickname, Birthdate). Select either "Male" or "Female". Under the "Phone Center Answering" section, "Take messages for this user" is the default. 4. Use the face maker, if desired. Click on "Browse" to select another icon to use as the photo icon. 5. Click on "OK" when finished. Under "WinMate Users" you will see "Family", as well as any other users. This includes the user just added (example - John). Note: To add another user once the first user has been added, click on "Users", then on "New Users" and begin at step 3. 6. A user must be signed on to set either the password or the super password. From the "Profiler - Family" screen click on the appropriate user. Click on "Users", then on "Sign On User". The "Confirm Sign-On" screen will come up. Click on "OK". 7. To set the password, click on "Users", then on "Set Password". The "Set Password" screen appears. Type in the password and the Phone Center PIN, using the to move between fields. * The PIN is the user's personal ID number. This number is used to access messages remotely. 8. Click on "OK". When finished, close Profiler. Note: The Super Password can be used by a user if their password is forgotten. A user must be signed-on to create a super password. If no users can sign on and no super password has been created, sign on as "Family", then set the super password. The user can now sign on using the super pass- word. When they choose the option to "Set Password", their original password will be displayed. II Setting up the Phone Center Phone Menu. A. Setting up the Phone Center mailboxes 1. From the Program Manager, open the "Sound Blaster 16" group and double-click on the "SB16MIXER" icon. This will bring up the sound mixer. Make sure the Master Volume and the Mic are turned up sufficiently. If you need to change them, be sure to save under "Settings". 2. Bring up the "Phone Communications" group and double-click on the "Phone Center" icon. The message "The users have changed. You may wish to reorganize your phone menus." will appear. Click on "OK". 3. The Phone Center will come up. The status of Phone Center is shown in the top portion of the screen. Phone Center is disabled by default. * Phone Center must always be disabled to access the modem through Terminal or any other software running through Windows, but not associated with Phone Center. 4. Click on "Settings", then on "Enable Phone Center". The Phone Center is now enabled. Click on "OK". 5. Click on "Settings" again. You will see options for: Caller ID Announcements... Fax Forwarding... Answering Machine... Show Available Mailboxes (Either checked or not checked) Enable Caller ID (If enabled will read "Disable...") Disable Phone Center (If Phone Center is disabled, the only available option under Settings is "Enable Phone Center") Following is a list of functions for the above options: Caller ID Announcements With Caller ID Enabled, you can record a separate greeting which will play only upon receiving a call from a pre-determined number. You can have many such numbers set up for this option. Fax Forwarding Once a FAX is received, the Sensation will forward it to the phone number you put under in the "Forwarding Phone Number" box. Answering Machine Answer: select for machine to answer phone. Detect Faxes: select and machine will auto-detect a FAX call and send a FAX tone. Rings: number of rings after which machine will answer. Screen Calls: select to hear calls as they come in. Maximum Incoming Message Length: 120 seconds maximum. 6. On the Phone Center screen there are 2 sections at the bottom: Available Functions Phone Menu Items under "Available Functions" may be highlighted with a click, then put into the "Phone Menu" by clicking on "Assign". 7. Under "Available Functions" there is an option for "John's Mailbox". To assign John's Mailbox to the Phone Menu, follow these steps: a. Under "Phone Menu", highlight the item after which the function to be assigned will appear, such as "Menu Announcement". b. A box with "Edit John's Mailbox" will appear. Items are: Title: John's Mailbox Assigned Key: 1 (This is the number the caller will press to leave a messsage for John. The number is 1 because this is the first item added to the Phone Menu. Next item will be 2, etc.) c. If desired, click on "Personal Greeting". The Sound Recorder will appear, allowing John to record his personal greeting. Click on the Mic button to record and on the Stop button when finished. The greeting can be recorded at a later time. To do so, do not select "Use Personal Greeting". Set up the Phone Menu. When ready to record John's greeting, highlight "John's Mailbox" under "Phone Menu". Click on "Edit", then on "Phone Menu Item". Repeat steps b and c. d. If desired, click on "Forward Voice Mail" and enter a phone number. Once a message is received, it is forwarded to the phone number assigned. Upon answering the forwarded call, John must enter his PIN number to hear the message. e. Click on "OK". Up to 9 users' mailboxes (or 9 total options) can be assigned per menu level. B. Setting up the Announcement option (if desired). To add an announcement which callers may hear (for example, a boat for sale), follow these steps: 1. Under "Available Functions" highlight "Announcement". Click on "Assign". 2. The Sound Recorder will appear. Record your announcement about the boat. Close Sound Recorder, then click "OK". 3. "Announcement" will appear under "Phone Menu". C. Editing the Menu Announcement 1. Highlight "Menu Announcement" under "Phone Menu". 2. The Sound Recorder will appear. Record as before, telling callers what number to press for whom, and the number to press to hear about the boat. Close Sound Recorder then click "OK". D. Changing the order of the Phone Menu options 1. Highlight the item to be changed. 2. Click on "Edit", then on "Phone Menu Item". Change the "Assigned Key" number for each item to achieve the desired order. Upon completion of these steps (excluding those options not desired), the Phone Center may now be closed. It will answer the phone as long as it is enabled. E. Using Caller I.D. (Not available in all areas. Must subscribe to service.) 1. Under "Settings", select "Enable Caller ID", then click on "OK". You may now use Caller ID Announcements if desired. 2. Close Phone Center. 3. Open the WinMate group and double-click on "Contact Manager". 4. Click on "Preferences", then on "Popup on incoming call". When a call comes in, the Contact Manager will bring up a screen with a colored bar showing the date, time, type of call, and phone number. F. Using Phone Center to receive a FAX Follow these steps to use Phone Center to receive a FAX from an automatic FAX machine: 1. Enable Phone Center. 2. Click on "Settings", then on "Answering Machine...". 3. Both "Answer" and "Detect Faxes" should be checked. Click on "OK". 4. Close Phone Center. 5. Make sure that Message Center and Comserver are both closed. Note: The manual says that the Comserver must be open to receive a FAX. Phone Center will open the Comserver when it detects a FAX, but will only minimize it upon receipt of the FAX. The Comserver will not be closed automatically. If the machine has more than 4 MB of RAM, the Comserver can be left open without running out of memory. Follow these steps to use Phone Center to receive a FAX from a manual FAX machine: 1. Enable Phone Center. 2. Click on "Settings", then on "Answering Machine...". Both "Answer" and "Detect Faxes" should be checked. 3. Click on "OK". 4. Under "Available Functions", click on "Manual Fax Receive", then on "Assign". Manual Fax Receive should be assigned to Key 1. This will add the "Manual Receive Fax" option to the Phone Menu. Note: Be sure to update the main greeting to reflect the current choices. As things are set up now, the system will answer an incoming call on the second ring. From this point, there are 2 ways for the caller to send a FAX, depending on the type of device from which they are FAXing. a. If the call is from an automatic FAX machine (from which the caller does not need to listen for a FAX tone), the sending FAX machine will generate a FAX tone (known as a CNG tone). The Sensation II's FAX/modem will recognize the tone and the answering machine will bring up the Comserver to receive the FAX. b. If the call is from a manual FAX machine (from which the caller must maually start the FAX transmission), the caller will hear the greeting say "Press '1' to send a FAX". At that time, the caller should press "1". After a moment they will hear the FAX tone. The caller should press the START or SEND button on their FAX machine at that time. 5. Make sure that Message Center and Comserver are both closed. Note: The manual says that the Comserver must be open to receive a FAX. Phone Center will open the Comserver when it detects a FAX, but will only minimize it upon receipt of the FAX. If the machine has more than 4 MB of RAM, the Comserver can be left open without running out of memory. III Using the Remote Functions Under "Phone Menu" there is an item called "WinMate Functions". This is the item to select to use any of the remote functions, such as retrieving messages. The assigned key for this item should not be included in the Menu Announcement. Below are the steps to remotely retrieve John's messages: 1. Call the computer. 2. During the Menu Announcement (before the beep), press the number for the "WinMate Functions" assigned key. 3. You will hear: "Please enter your PIN number, followed by the pound sign." Enter the PIN number and then hit the # key. 4. The following choices are available under "WinMate Functions": "Press '1' to get your messages." "Press '2' to get your FAX messages." "Press '3' to get your schedules." "Press '4' to get things to do." "Press '5' to get your address information." * The "Password Menu" option may be substituted for "WinMate Functions". The password announcement can list any of the above functions, as well as any other functions the user wants accessible only to those with a PIN number. 5. Select "1" to get your messages. You will hear: "There is(are) x message(s)." You will then hear: "Press '1' to get all your messages. Press '2' to get a single message." a. If 1 is pressed, the messages will play the most recent, and then each preceding message. After all messages have played, you will hear: "Do you wish to delete all these messages? Enter 'Y' for YES, 'N' for NO." After choosing either Y or N, you will hear the Menu Announcement again. Either leave a message or use any of the remote functions. b. If 2 is pressed, the most recent message will play first. You are then given 3 choices: "Press '1' to hear the next message." "Press '2' to repeat this message." "Press '3' to delete the message." Once all messages have been heard, the only choices are 2 and 3. There are no further options from this point. IV Resetting the Phone Center to the Default Settings The Phone Center is run by C:\WINMATE\PCLAUNCH.EXE, PCENG.DLL, and PCENGINE.EXE. Phone Center is supported by the data files in C:\WINMATE\PCLAUNCH. The files are: FCNLIST.DAT (WinMate Functions list) PMINFO.DAT (Phone Center settings) PMLIST.DAT (Phone Menu options) PMNOTIFY.DAT WINMPW.WAV (WinMate Functions announcement) Any announcements recorded by a user will also be stored in this directory. When a function is removed from "Phone Menu", it will still remain under "Available Functions". However, any recordings made for that function will be erased. Should the user choose to reassign a function with an announcement, the announcement will have to be recorded again. Should too many items be removed, or if the user simply wishes to start from the beginning again, there is a simple way to reset the Phone Center back to its default settings. Below are the steps to reset the Phone Center: 1. Insert the DATA CD into the CD-ROM. 2. Exit Windows and go to the C: prompt. 3. Type in the following commands, pressing after each: DEL C:\WINMATE\*.WAV XCOPY D:\ORIGINAL\WINMATE\*.WAV C:\WINMATE DEL C:\WINMATE\PC*.* XCOPY D:\ORIGINAL\WINMATE\PC*.* C:\WINMATE DEL C:\WINMATE\PCLAUNCH\*.* XCOPY D:\ORIGINAL\WINMATE\PCLAUNCH\*.* C:\WINMATE\PCLAUNCH 4. The original files listed above will be copied to the hard drive from the CD, thereby resetting the Phone Center to its original settings, meaning Phone Center is disabled. V Troubleshooting Phone Center Solutions to the most common problems encountered in Phone Center. 1. Phone Center answers the call, then drops the line. The modem sensitivity may not be high enough. Run SETMODEM and raise the sensitivity level (lower the number). Unplug other extensions that are on the same line. 2. The modem does not release the phone line, even after the call is terminated (the off-hook icon shows in the upper-left corner). The modem sensitivity may be too high. Run the SETMODEM and lower the sensitivity level (raise the number). A setting of 19 should be fine (the default is 21). 3. The Phone Center answers the call, the Comserver comes up to receive a FAX, then drops the line. Same as above. 4. Phone Center will not answer the call. Make sure Phone Center is Enabled and set to answer the call. If running with 4 MB RAM, make sure the Phone Center is Enabled but closed. Also make sure the Comserver is closed. Check for a screen saver, or sound program, or anything that might have been added to the "load=" line in the WIN.INI file. If so, the Phone Center file, PCENGINE.EXE may have been moved so that it is now the last option on the line. In many cases this will cause Phone Center not to answer. 5. Phone Center answers but call cannot heard call over the speaker. Check Phone Center, under "Settings" \ "Answering Machine..." to make sure that "Screen Calls" is checked. If "Screen Calls" is checked, check the cable connecting the FAX/modem to the sound board. 6. Phone Center does not work properly at all. Try above options first. If none solve the problem, reset the Phone Center defaults per section IV of this document. If the problem persists, exit Windows. Insert the DATA CD and go to a D: prompt. Run install and choose option 5 (to remove WinMate). When finished, run install and choose option 3 (to install WinMate). If you receive any hardware errors, check the CMOS SETUP to see that Serial Port 2 is Disabled. The CMOS default is for Serial Port 2 to be set to COM 2. It must be disabled for the FAX/modem to use COM 2. 7. Phone Center does not answer the phone, but you hear a computer generated voice saying "Please call back because we are having technical difficulties." The file C:\WINMATE\MGREET.WAV (the main greeting) is missing or bad. Re-record the menu announcement in Phone Center. 8. The Sensation will not receive a FAX from a manual FAX machine, or the caller cannot hit "SEND" at the right time. See section II-F under "Using Phone Center to receive a FAX manually." Using the above procedures has solved most Phone Center problems. Note: Message Center only displays the 100 most current messages. (sm/rl-6/29/94)